Overview

Join a premier, high-end luxury real estate brokerage as a vital link between agents, clients, and back-office operations. This fast-paced role combines precise administrative support, CRM management, and confident customer service to ensure seamless transaction workflows. It is a perfect opportunity for a proactive, highly organized professional looking to excel in the U.S. luxury real estate market.

Schedule

9:00 AM - 5:00 PM Arizona Time (MST/Phoenix Time)

Responsibilities

• Answer incoming calls from real estate agents requesting property information, disclosures, and documentation, and email required materials promptly.
• Verify and qualify leads for property showings by gathering relevant information and inputting data into the CRM system.
• Manage back-office transaction files by uploading documents, verifying file completeness, and routing materials for electronic signature via DocuSign.
• Coordinate logistics for property signage installation and removal by communicating with vendor companies and ensuring timely service delivery.
• Handle client complaints and concerns by actively listening, de-escalating situations, and ensuring clients feel heard and valued.
• Execute daily task-based assignments that vary by case and situation, maintaining organization across multiple priorities.
• Manage interruptions effectively by prioritizing urgent client needs such as new listing inquiries while completing ongoing administrative tasks.
• Respond promptly to time-sensitive requests and maintain a high level of accuracy and professionalism across all communications.
• Take ownership of assigned workflows and follow tasks through to completion with minimal follow-up.

Requirements

Must-Have Requirements

• Proven experience in real estate administration or as a real estate assistant with knowledge of transaction processes and documentation.
• Strong customer service background with demonstrated ability to handle complaints, de-escalate situations, and manage client expectations professionally.
• Excellent organizational and multitasking skills with ability to switch between tasks seamlessly while maintaining accuracy and attention to detail.
• Proficiency with CRM systems, email management, DocuSign or similar e-signature platforms, and general office software.
• Excellent written and verbal English communication skills with a confident and professional phone presence suitable for luxury client interactions and high-volume inbound call handling.
• Ability to think independently, problem-solve quickly, and remain composed in a fast-paced environment.
• Previous experience supporting U.S.-based clients or companies is strongly preferred.
• Proven reliability, responsiveness, and long-term employment stability in previous roles.

Nice-To-Have Requirements

• Previous experience working as a virtual assistant in a real estate environment.
• Familiarity with US real estate disclosure requirements and transaction documentation.
• Availability or flexibility for weekend coverage to support business operations beyond standard business hours.
• Experience managing vendor relationships and coordinating service logistics.
• Experience supporting luxury real estate teams, transaction coordination, or fast-paced sales environments.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance for eligible locations

Note

Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.